Introduction

Only Recruiters and Requisition Owners can create requisitions. These instructions are not for hiring managers.

VCU uses several modules of an online system named Cornerstone to offer learning management, performance management and recruiting solutions. VCU branded the Cornerstone product suite as “Talent@VCU”, which is how the recruiting solution will be referred to throughout these articles.

How to Access Talent@VCU Recruiting and Support

To access the training system please log-in to the pilot site: vcu-pilot.csod.com

If you do not have access to the recruiting module in the pilot system for testing and training, please email James Dye (dyejm@vcu.edu) and/or John McCann (jmccann@vcu.edu).

To access the live website: go.vcu.edu/talentatvcu

In order to gain access to the live website, you must complete all three parts of the Talent@VCU Recruiting training for staff. Login to Talent and go to Learning Search. Type in “Talent@VCU Recruiting Staff Recordings” and the training will show up.

In order to create staff requisitions in Talent@VCU, you must have the appropriate security role and access. Once you have access, you will be able to create and view requisitions for jobs within your Major Budget Unit (MBU).

If you need access to the recruiting module or access to different/updated MBUs, please email James Dye (dyejm@vcu.edu) and John McCann ( jmccann@vcu.edu). Please note: in the pilot system, testers will have university-wide access. This is different from the live website.

Support Options

HR Service and Support tool: To request a guest user account for a VCU Affiliate or non-VCU employee, for any error messages received while recruiting and questions about Talent access, please submit a ticket at go.vcu.edu/hrsupport. The most efficient way to receive support regarding Talent@VCU is to submit a ticket at go.vcu.edu/hrsupport. In order to submit a ticket, please follow the steps below:

Make a Request
Talent@VCU Recruiting

In addition to submitting a ticket, you mail email the following:

James Dye - dyejm@vcu.edu
John McCann - jmccann@vcu.edu

Helpful Definitions

Requisition	Requisitions are vacant jobs with templates that will ultimately be what is used to create postings in Talent@VCU. Multiple positions can be recruited/filled from one requisition. Applicants apply to requisitions (jobs) on VCU’s career sites.
ReqID	A ReqID is the ID associated with each requisition. ReqIDs allow you to search for requisitions in the system. The ReqID always starts with characters "Req." The ReqID will also be required information when submitting tickets or emailing for help with questions. Example: Req1234
Template	Templates are the building block of a requisition. All requisitions are created from templates. For staff requisitions, the job codes most often recruited have their own templates. For job codes not posted as often, the default requisition template is used. Templates allow us to predefine and prepopulate requisition fields, job descriptions, and tailor the applicant experience.

HR User Role Overview

All of the below HR Staff are considered HR Users in Talent:

HR Professional - creates and manages requisitions and candidates for one or more MBUs
HR Associate - creates and manages requisitions and candidates for one or more MBUs
Recruiters - These may not be HRPs or HRAs, but they have the same Recruiting access for one or more MBUs
Requisition Owner and Co-Owner - This is the employee who creates a requisition or someone who is named a co-owner by the requisition creator. Often, HRP/As are the primary requisition owner and they will name one or more co-owners. The co-owners who are not Recruiters will only have access to manage the requisitions to which they are named co-owners, which includes managing the candidates for that requisition.

Recruiting Process Overview

Creating a requisition and posting a job
HR User	Creates a requisition and job ad from a job code template.
HR User	Submits requisition for approval using the department's pre-defined internal approval workflow.
Approver	Receives an email that a new requisition is ready to review and approve. Logs into Talent@VCU and approves/denies requisition. If the requisition is denied, Approver adds a note explaining why it was denied and the HR User who submitted the requisition is notified via email that changes to the requisition are necessary. Once the requisition is approved by all approvers, it is posted to the career site. Approvers could include HR Professionals, deans, VPs, etc.
Manage candidates, interviews, reference checks
Hiring Manager	Utilizing application documents provided by HR User, reviews applicants and provides disposition status to the HR User to update the status, send offers, etc. (See next step)
HR User	Reviews applicants and selects which ones to move forward for further assessment (such as phone screens, interviews, etc.) Contacts HR Users to update candidate statuses.
HR User/Department Admin	Schedules interviews outside of Talent@VCU Recruiting.
HR User/Department Admin	Shares candidate documents with the Interview Panel.
Interview Panel	Provides interview notes back to HR User to be uploaded into the requisition.
HR User/Hiring Manager	Executes reference checks for the finalist(s) (this can be HR User or Hiring Manager in consultation with HR). HR User uploads reference check documents to the appropriate requisition
Hiring Manager	Selects a final candidate to offer the job.
Pay assessor, offer letters, and background check
HR User	Fills out pay assessor and submits to the department's pre-defined internal approval workflow for approval.
Approvers	Approvers here may include HRP, Dean/ VP, etc.: Approve and sign pay assessor.
HR User	Fills out offer letter fields with job offer information. Submits offer letter for approval using department’s pre-defined internal workflow.
Approvers	Approvers here are generally the HRP. Receive email notification that they have a new offer letter to approve. Approve or deny the offer letter. If the offer letter is denied, Approver can add a note explaining why it was denied and the HR User who submitted the offer letter is notified via email that the offer letter needs changes. Once the offer letter is approved by all approvers, it can be sent electronically to the final candidate.
HR User	Sends electronic offer letter to the final candidate in Talent@VCU, along with applicable additional documents (such as the terms and conditions of employment). NOTE: The majority of offer letters are handled and encouraged to be used through Talent, but some are still sent via DocuSign (all faculty letters and some staff letters depending upon unit). While faculty offer letters are sent through DocuSign, HRPs/As can send faculty candidates a “notification of documents” via Talent’s offer letter functionality, alerting them that their offer letter and other new hire paperwork is forthcoming. Then, the faculty contract(s) and offer letter will be handled outside of Talent. Once all documents are signed, the HRP/A should upload them to the Requisition.
Candidate	Receives email notification that they have an offer letter to sign. Logs into the system and signs the offer letter.
HR User	Initiates Hireright background check in Talent@VCU Recruiting using Hireright integration.
HR User/Hiring Manager	HR user dispositions the candidates who were not offered the position.
Finalizing applicant data and Banner datafeed
HR User	Once the offer is accepted and the background check is complete, the hire can be finalized. The last step in the hiring process is to fill out the applicant Custom Fields necessary for the data to be keyed in Banner by HRIS. The Express Hire process will create a person record in Banner and must be performed by the HRP/HRA prior to completing the Application Custom Fields so that the VID may be entered in Talent. The HR User will need to call the employee to confirm SSN and DOB because those are not captured in the application. Once the Application Custom Fields are complete, the HR User will move the candidate to a “Hired” status and disposition the other candidates.
HR Ops/Datafeed	Until the datafeed is up and running (timeframe of when that will occur is to be determined), HR Operations will key the necessary position and applicant data into Banner (replacing the current ePAF/PAF process.) Once the datafeed is up and running, the data will be fed into Banner when an employee is newly set to the hired status.

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